Administrative Aide - Climate, Meteorology & Atmospheric Sciences - 1024472-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• Maintains an overall awareness of activities for the Department Head, is the primary contact for the Department, including scheduling for the Department Head.
• Facilitates external communications for department faculty, staff, and students related to courses and curricula, space, events, fellowships, sponsorships, and alumni relations with entities on and off campus.
• Interprets Campus policies and procedures for the unit personnel.
• Represents the department at meetings on campus as necessary.
• Facilitates external communications for Department faculty, staff, and students related to courses and curricula, space, events, fellowships, sponsorships, and alumni relations with entities on and off campus.
• Organizes Departmental events, including special lectures, special seminars, conferences, and other departmental events.
• Assists the Department Head in allocating department resources such as space, internal funding, and reporting the results of allocations to faculty.
• Attends and takes minutes of regular faculty meetings.
• Manages and maintains information for the department in regards to gifts, scholarships, and awards from donors.
• Administratively assists departmental committees by setting up meetings, attending meetings when needed.
• Oversees and regulates the daily/weekly/monthly deadlines for the Unit.
• Assists the Department Head in annual review materials and salary increases for faculty, staff, and academic professionals.
• Organizes information on sabbaticals, promotion and tenure, and third-year reviews of faculty members.
• Assists Department Head with Promotion and Tenure data entry and interfacing with the College.
• Oversees and maintains all files for faculty, staff, assistantships, and academic professionals in the department.

• Manages the departmental day-to-day functions for graduate programs.
• Serve as the Graduate College's main point of contact in the department.
• Interprets and enforces Graduate College policies and procedures.
• Manages the department's roles and access authorizations in the Graduate College's Roles and Access system.
• Schedules and processes paperwork for graduate student exams.
• Manages student awards and scholarships.
• Oversees fellowships and fellowship appointments for graduate students in the department.
• Serves as department approver of electronic student forms, petitions, and grade changes.
• Maintains student files and monitors student progress through the graduate program.
• Manages thesis review and deposit with the Graduate College.
• Manages the degree certification for the department.
• Enters all student overrides in BANNER for course registration for the department.
• Coordinates communication with departmental staff and faculty regarding deadlines, rates of pay for teaching assistants (TA), graduate research assistants, (GRA), and hourly appointments (as each unit has a different calculation for rates of pay) and serves as the first point of contact to help direct students to the correct resource (ISSS, Student Affairs, SESE HR Associate, etc.).

• Enters student employment information into the my.Atlas appointment system so that faculty may go in to assign account information and complete appointments and will work with faculty to add TA appointments when necessary.
• Training of any new clerical staff in the department
• Covers duties of the Office Administrator position in the event of absences, vacation, etc., which includes departmental-related matters regarding graduate admissions, seminars, supply orders, travel, etc.
• Serve, in coordination with other office staff, as primary contact for visitors to the department office providing basic information and directing them to faculty or other staff as appropriate.
• Supervise non-academic office staff. Responsible, in consultation with the head, for hiring office staff and making recommendations for improvement in the division of responsibilities among non-academic staff.
• Responsible for reviewing and approving payroll timesheets for department staff.
• Serve as department CLERY contact. Serve as unit security contact.
• Serve as Activity Reporting System (ARS) updater.
• Department contact for CITES and ATLAS regarding phone/computer lines and working with ATLAS to coordinate faculty computer purchases and repair.
• Ensure that campus and state training and reporting requirements are fulfilled by the department (eg. ANCRA, Ethics,
• Statement of Economic Interests, RNUA, and Title IX).
• Other duties as assigned to further the mission of the department.

• Assigns meeting time and classroom space for the semester.
• Setup and maintains semester course schedules in Banner. Schedules review and exam session rooms for all instructors.
• Schedules final exams.
• Orders all textbooks for fall, spring, and summer courses.
• Serves as a Proctor in classes for exams and special needs, when needed.

• Serves as escort for field trips and handles other business-related errands, which may include driving.
• Special projects and other additional duties as needed.

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. college course work in business, finance, accounting or a related field:
      • 60 semester hours or an Associate's degree equals one (1) year (12 months)
      • 90 semester hours equals two (2) years (24 months)
      • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      • Master's degree or higher equals four (4) years (48 months)
   2. progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

• Ability to communicate effectively with others.
• Excellent interpersonal skills and professional acumen.
• Ability to communicate effectively and professionally, build rapport, and establish effective working relationships with students, faculty, staff, and parents.
• Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
• Ability to remain calm and productive in a busy work environment with frequent interruptions.
• Ability to be self-motivated, prioritize tasks, multi-task, and exercise good judgment.
• Demonstrated effective attention to detail.
• Excellent time management skills.
• Ability to maintain confidentiality in all business matters.
• Knowledge of University and College requirements, procedures, rules, and regulations.
• Proficiency with Microsoft Word, Excel, and computer programs, and ability to learn new ones as needed. Knowledge of Banner, Chrome River, TEM, iBuy, Web Tools, My UI Financials, and inventory.